4 Game-Changing System Shifts That Transformed My Business and Productivity
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Let’s be real—running a business can feel like a chaotic, never-ending to-do list. I’ve been there. Scattered systems, constant task-switching, and feeling like I was never making real progress. Sound familiar?
Well, this past year, I made four critical system shifts that have completely changed the game for my business, my productivity, and most importantly—my sanity. These aren’t just about tech (though we’re talking Notion, of course). These are foundational shifts in how I work, structure my time, and eliminate inefficiencies.
And trust me—if you implement even one of these, you’ll feel the difference.
1. Consolidating Everything to Notion
I’ve been a Notion user for years, but last fall, I went all-in. I simplified my entire tech suite—ditching HoneyBook, Buffer, Planoly, and all the random tools I was using to manage my business. Now? Everything lives in Notion:
✅ Project & task management
✅ Content planning
✅ Client management
✅ Outreach tracking
The biggest win? Mental clarity. Instead of bouncing between different platforms, I have ONE business hub. And the best part? It saves me time and money. No more tool overload. Just streamlined, efficient workflows.
2. Creating a CEO Schedule with Themed Days
Before, my schedule was pure chaos. Every day was a mix of client calls, content creation, admin work, and project tasks. The result? I felt like I was working all the time but never making real progress.
Enter: Themed Days.
I divided my work into four main categories and assigned each a dedicated day:
🔹 Monday: CEO & Strategy Day (big-picture planning, business growth)
🔹 Tuesday: Client Day (coaching calls, deep client work)
🔹 Wednesday: Community & Outreach (networking, visibility, collaborations)
🔹 Thursday: Client & Project Day (fewer calls, more project work)
🔹 Friday: Flex Day (catch-up, creative work, or rest)
This structure means I always know what I need to focus on each day. No more decision fatigue. No more feeling scattered. And honestly? My productivity and focus have skyrocketed.
3. Automating My Schedulers to Support My Boundaries
If you’re still emailing back and forth to schedule meetings, let’s fix that now. I’ve set up my schedulers to:
📅 Only allow meetings on client days (Tuesdays & Thursdays)
📅 Keep Mondays completely meeting-free for deep work
📅 Protect my mornings (no one can book calls before 10 AM)
Automating my scheduling has been a small change with a huge impact. It upholds my boundaries for me, so I don’t have to manually police my calendar.
4. Building an Outreach Tracker to Streamline Networking & Leads
Before, my outreach and networking were all over the place. I was constantly losing track of conversations, follow-ups, and potential leads.
Now, I use a Notion-based Outreach Tracker that helps me:
✔️ Track new contacts and collaborations
✔️ Keep tabs on who I need to follow up with and when
✔️ Organize my pipeline (who’s interested, who’s ready to buy)
This has been a game-changer for booking clients, landing podcast interviews, and growing my business connections without feeling overwhelmed.
Systems Are an Evolution, Not a One-Time Fix
None of these shifts happened overnight. I tweaked, tested, and refined them over time. And that’s the key—your systems should evolve with you.
If you’re feeling scattered, start small. Maybe consolidate one tool. Maybe theme just one day of your week. Small changes lead to big results.
And if you need help with this? I’ve got two options for you:
💡 A Full Systems Build: A VIP day to revamp everything at once.
💡 A Systems Audit: A focused session to fix one key bottleneck.
Your business doesn’t have to feel like chaos. Let’s build the systems that will keep you productive, profitable, and sane.
👉 Need help simplifying your systems? Let’s chat.
